How to Create and Use Smart Enrol Form in the SMS

How to Create and Use Smart Enrol Form in the SMS

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Overview
The Form Creator provides a flexible and customisable way to design enrolment forms that meet your organisation’s specific needs. It allows you to tailor the form layout, add essential fields, and incorporate branding elements for a seamless enrolment experience. This tool ensures all necessary student information is captured efficiently while maintaining a professional and user-friendly design.

With its intuitive interface, the Form Creator makes it easy to add, modify, and arrange form fields to suit various enrolment requirements. You can include text input fields, checkboxes, signature fields, and other input types to streamline data collection.

Once configured, the customised enrolment form (Smart Enrol) integrates smoothly into the system, ensuring accuracy and efficiency in the enrolment process.
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NOTE: This feature is currently available for the Maximise package only. If you would like to inquire about it, please contact support via email.
Notes
Step Tutorial
Part A – Form Creation
1. From the Dashboard, go to Administration, then select Form Creator.


2. Configure the Page Settings section:
  1. Templates – When creating a template for the first time, select "New Template" from the dropdown menu. This option allows you to start from scratch and design a template that suits your needs. If you’ve created a template before, simply select it from the dropdown and continue editing, ensuring the form meets current requirements.
  2. Show Inactive – This option allows you to see templates that have been marked as inactive. Enabling this setting is useful when you need to review, edit, or reactivate items that are no longer actively in use. It helps maintain oversight of all data and ensures nothing important is accidentally overlooked.
  3. Form Type – Choose "Smart Enrol" as the form type. This enrolment form offers flexibility, allowing your organisation to fully customise it to capture the specific information needed from students. It gives you complete control over the fields, design, and structure of the form.
  4. Template Name – Provide a clear and descriptive name for the template. This step is crucial for easy identification, particularly if you create multiple templates over time. A well-chosen name ensures you can quickly locate and manage templates when necessary.
  5. Active – Indicates that a template is currently in use and available for selection. Active templates are visible and functional within the system, ensuring they can be accessed and used as part of the enrolment process.
  6. Tab Count – Specify how many tabs you want in the form. Multiple tabs can be used to separate different sections or processes of the enrolment (e.g., Tab 1 for Student Details, Tab 2 for Declaration, Tab 3 for Payment). This organisational structure makes the form easier to navigate and improves the student experience.
  7. Columns – You can utilise up to three columns per tab to keep the form visually organised. This is useful for grouping similar fields together, improving readability, and helping to reduce the visual clutter of the form. It enhances user experience by breaking up content into manageable sections.
  8. First Save Enrolment – This is a "Save" button that ensures the enrolment is saved at the final stage of the form. It will only appear on the tab where you’ve enabled it and will be hidden on the other tabs. Enabling it on at least one tab is necessary to ensure the enrolment process is completed and saved properly.
  9. Button label – Customise the label on each button to clearly indicate the action the user will take. For instance, labels such as "Go to Payment" or "Go to Declaration" provide a straightforward guide for students navigating through the enrolment process. These buttons appear at the bottom of each tab and direct students to the next step in the form.
Once this is complete, you can proceed to the designer.


3. Under Controls, you can select various elements to add to your form:
  1. Card – A versatile container that organises form content. It allows the addition of a header for context and can house other elements such as fields and HTML content, creating a structured layout for the form.
  2. Field – These are essential input areas where students can provide their personal details or required information. They play a vital role in capturing accurate and relevant student information during the enrolment process.
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NOTE: Fields, such as Email and Password, are mandatory, and the form cannot be saved without them.
  1. Checkbox – This allows the inclusion of a checkbox in the enrolment form, which can be used for agreements, preferences, or consent, ensuring that students confirm their understanding of important terms or conditions.
  2. HTML – This field lets administrators add custom HTML content to the form, enabling them to include additional information, instructions, or formatting that may not be directly covered by other field types.
  3. Payment Gateway – An essential feature that integrates a payment system into the enrolment process. It uses the default gateway set in the SMS, and when added, the following related fields must also be included:
    1. Payment Plan Dropdown
    2. Payment Plan Table
    3. Fees Table
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NOTE: All these fields must be added together, as the form cannot be saved if any of them are missing. This ensures seamless and successful payment processing.
  1. Signature Box – This field provides a space for the student to digitally sign the enrolment form, confirming their agreement or consent, often used for legal or formal purposes.
  2. Document Upload – Students can upload necessary documents (e.g., identification, certifications) directly into the form, allowing for a paperless, streamlined enrolment process.
  3. Declaration – This field presents the student declaration, which can be the default declaration set in the SMS. It ensures that students acknowledge and agree to the terms of their enrolment before submission.


4. To modify each control mentioned in Step 3, click on the individual control that has already been added to the designer, then go to the Control Settings section.
  1. Custom Field - This option allows you to specify whether a field is custom or standard. Custom fields are user-defined and can be tailored to collect specific information unique to your organisation. When enabled, the form will automatically fetch your custom-created fields from the SMS, ensuring that these fields are available for use in the enrolment process. This gives you the flexibility to add fields that are not part of the default set, allowing for more personalised enrolment forms.
  2. Object (Student or Enrolment) – The Object field determines the type of data the field will be associated with. You can choose "Student" to capture individual student details or "Enrolment" to capture data related to the enrolment process. This distinction ensures the right information is collected in the correct context, streamlining data management.
  3. System Field Name (dependent on the Object) – The system field name is automatically assigned based on the selected object (Student or Enrolment). This name corresponds to the internal identifier used within the system, helping to track and organise the data. It ensures that the data is stored in the appropriate location and is easily referenced by the system.
  4. Required – This setting allows you to designate whether a field is mandatory for form submission. When enabled, students must complete this field before they can submit their enrolment. This feature ensures that critical information is not overlooked and helps maintain the integrity of the enrolment process.
  5. Label – The label is the field's title or prompt, visible to the student completing the form. It clearly describes the type of information being requested, such as "Full Name" or "Date of Birth." An informative label helps guide the student through the form, making the process clearer and more user-friendly.
  6. Size (Full or Half) – This option determines the width of the field in the form layout. "Full" size takes up the entire width of the page or section, while "Half" size allocates half of the width, allowing for more compact and organised forms. Choosing the appropriate size helps balance form aesthetics and usability, ensuring a clean and efficient design.


5. Once the setup is complete, click the Save button.

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NOTE: Once you save the template, a Preview button will appear, allowing you to see how the template will look to students. In addition, a Delete button will be available, enabling you to remove the template if it's no longer needed, and a Duplicate button will allow you to create multiple copies of the template for easy reuse or further customisation.
Part B – Add Your Enrolment Form To A Program Instance
To ensure Smart Enrol is used during enrolment instead of the standard one, it must be set up for each program instance.

1. To do this, go to Programs, then Program Instances, and select the specific program instance from the dropdown.


2. Go to the Enrolment Form tab, change Enrolment Form Type to Smart Enrol, and select the template you want to use under Smart Enrol Template.


3. Once done, click the Update button.

Warning
IMPORTANT: Users cannot assign a Smart Enrol form with a Payment Gateway to a Program Instance that includes Contracts, and vice versa—Contracts cannot be added to a Program Instance that already has a Smart Enrol form with Payment enabled.
By default, Smart Enrol templates are preloaded into your SMS to provide you with a foundational setup. These templates are designed to help you get started quickly and efficiently. You can use them as they are or customise them by adding or modifying fields to better align with your organisation’s specific requirements. Below is a detailed explanation of each Smart Enrol template.
Basic Templates
Best used for non-funded or general course enrolments, particularly short courses, fee-for-service training, or internal staff programs. These templates are ideal for scenarios where AVETMISS or state/territory compliance is not required. Great for quickly setting up enrolment for nationally recognised or non-accredited training with minimal setup.
  1. Basic - A standard enrolment form suitable for general use. It includes essential fields for collecting student information and integrates with a payment gateway to facilitate fee collection during the enrolment process.
  2. Basic (No Payment Gateway) - Same as the Basic template but without a payment gateway. Ideal for free courses or where payment is handled offline or through another system.
AVETMISS Templates
These templates are best used for nationally recognised training where AVETMISS reporting is mandatory—whether for fee-for-service, non-funded qualifications, or nationally delivered programs. They ensure data collection aligns with the National Centre for Vocational Education Research (NCVER) requirements.
  1. AVETMISS (National) - Designed to meet national AVETMISS reporting standards. This template captures all necessary student and course details for compliance with NCVER and regulatory bodies.
  2. AVETMISS (National) – No Payment Gateway - Same functionality as the standard AVETMISS form but without payment processing. Best suited for funded or employer-sponsored training where no direct student payment is required.
State-Funded Templates

These templates are ideal for training providers delivering funded training under state-based programs. Each form is tailored to collect student data required by the respective state government and its compliance system. These forms help streamline enrolment for Smart and Skilled, Skills First, and other local programs.

  • NSW Funded - Compliant with Smart and Skilled requirements. Best used when enrolling students into NSW government-funded programs where STS Online reporting is required.

  • VIC Funded - Designed for use with Skills First funding in Victoria. Ensures compliance with data capture requirements for SVTS and state audits.

  • QLD Funded - Perfect for Queensland Government-funded programs such as Certificate 3 Guarantee or User Choice. Ensures correct demographic and eligibility data is captured.

  • WA Funded - Used for funded training in Western Australia. Ensures student and course data align with WA Department of Training and Workforce Development standards.

  • SA Funded - Ideal for South Australian funding schemes. Collects the necessary training contract and eligibility information required for subsidy claims.

  • ACT Funded - Best for use in the ACT for programs such as Skilled Capital and Australian Apprenticeships. Ensures data collection aligns with AVETARS requirements.

  • TAS Funded - Supports Tasmania’s Skills Tasmania funding programs. Captures detailed student information and eligibility for state reporting.

  • NT Funded - Tailored for Northern Territory Government-funded training programs. Ensures compliance with NT Department of Industry, Tourism and Trade reporting obligations.
CRICOS Templates

These are best suited for RTOs and dual-sector providers delivering education to overseas students. They ensure all ESOS Act and National Code requirements are met. Ideal for CRICOS providers enrolling international students into vocational courses on student visas.

  • CRICOS - Captures required details for international students, including visa, passport, OSHC, and overseas address. Ensures compliance with CRICOS and the ESOS Act.

  • CRICOS (No Payment Gateway) - Suitable for providers who process payments externally or separately (e.g. via agents or international bank transfers). All international student compliance features included minus the payment component.
VSL Templates

These templates are specifically for training providers offering qualifications under the VET Student Loans (VSL) scheme. They ensure correct collection of information needed for eligibility, student declarations, and loan processing. Use these when VSL is offered as a payment option.

  • VSL - Captures all mandatory information for VET Student Loans. Includes integrated payment for any upfront fees.

  • VSL (No Payment Gateway) - Used when VSL loans are offered but payments are processed outside the form or no upfront fees are charged. Maintains full VSL compliance for data and eligibility checks.
These are the steps on how to create and use smart enrol form in the SMS.

Congratulations on completing this tutorial. We hope this has been helpful to you and your organisation. For any questions or concerns regarding this function, please reach out to the contact support via email.

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